Since 1976, EWA Travel has been a proven leader in providing global travel services to the USAID contractor’s community.  EWA, uniquely, specializes in providing consultation and other professional services for travel to all international destinations with a special emphasis on travel services to developing nations.  

 

Summary of EWA’s Services for USAID Prime and Subcontractors  

• Highly experienced international counselors

• Convenient offices in Rosslyn, Herndon and Los Angeles

• Proposal assistance

• Complete knowledge of USAID regulations

• Destination assistance and expertise

• International faring and routing experts

• Worldwide 24-hour communications

• Internet capability and web site for reservations

• complete MIS programs

• Arranges all international and US domestic airline travel.

• Arranges overnight hotel stays.

• EWA travel can assist in the process of obtaining or renewing a passport. Obtaining a new passport, or renewing an expired one, can take from one day to four weeks. Ensure that each traveler’s passport is current and signed before submitting it for visa processing. As valid passport numbers are required on all visa application forms, all potential travelers, who do not hold a current passport, should immediately apply for one. All travelers should photocopy their passports and visas and carry the copies with them, separately from the original documents, for the duration of the trip.

• EWA Travel can arrange for visas. Visas are required for travel to all NIS and certain CEE countries. Advise contractor as soon as possible if a traveler to the NIS or CEE is not a US citizen, in order to determine whether he or she will need a visa for the destination country.

• Travel insurance can be arranged through EWA travel. Visa costs vary by country, and according to how much time has been allotted for visa processing.

USAID Overview

  There are certain trade-offs involved in American foreign assistance. In order to get the broad congressional support required to fund foreign assistance, Congress has imposed certain requirements on USAID contractors and subcontractors, and one of those is that we broadly use American contractors, and take advantage of American products. Frequently asked USAID questions

USAID posts information on planned procurements as well as currently issued Requests for Proposals (RFPs) on its web site. Procurement information can also be obtained by calling 1-800-USAID-73. Since contract awards over $100,000 are very competitive, a company should be economically sound and knowledgeable about procurement rules and regulations before attempting to bid on projects. It is important to become familiar with the Federal Acquisition Regulations and USAID Policies and procedures.

USAID is most likely to procure equipment and services through big contracts awarded to consortia of engineering and consulting firms. The equipment and service supplier would then need to become a subcontractor to the project's prime contractor. Prime contractors must follow a formal bidding process in equipment procurement. Names, types of businesses, and subcontracting needs of USAID's prime contractors can be obtained from the Contract Awards section of the CBD; USAID lists of prime contractors are available through the Information Center at 202-712-4810; and federal prime contracting reports are available from the Federal Procurement Data Center at 202-401-1529. Obtaining information on past awards, quantities, costs, and awardees may also be helpful.

The Office of Small and Disadvantaged Business Utilization (OSDBU) is the initial point of contact at USAID for U.S. small businesses. OSDBU is a small business advocacy and advisory office with the responsibility for ensuring that these enterprises get access to USAID programs. USAID puts special emphasis on involving U.S. small and medium-sized enterprises (SMEs) in its technology transfer efforts. OSDBU: Serves as an information clearinghouse for U.S. small businesses; Counsels small businesses on how to do business with USAID; Reviews all prime contracts to identify subcontracting opportunities for small businesses; Maintains the Vendor Database, which describes the capabilities of U.S. businesses and organizations interested in participating in the agency's programs; Sponsors annual outreach conferences on "How To Do Business with USAID"; and Develops operations, systems, and procedures to optimize participation of U.S. small businesses in USAID activities.

Statutory requirements.  Any contractor receiving a contract for more than the simplified acquisition threshold must agree in the contract that small business, veteran-owned small business, service-disabled veteran-owned small business, HUBZone small business, small disadvantaged business, and women-owned small business concerns will have the maximum practicable opportunity to participate in contract performance consistent with its efficient performance. It is further the policy of the United States that its prime contractors establish procedures to ensure the timely payment of amounts due pursuant to the terms of their subcontracts with small business, veteran-owned small business, service-disabled veteran-owned small business, HUBZone small business, small disadvantaged business, and women-owned small business concerns. Note: EWA Travel qualifies as a "small Business" according to SBA guidelines.  

Travel Procedures for USAID Prime and Subcontractors

The proper implementation of these travel procedures for USAID contractors, subcontractors and consultants will ensure that trips will be processed smoothly and in compliance with USAID regulations. This describes procedures for travel both from the US to the NIS or CEE and from the NIS or CEE to the US . 

Per U.S. Government regulations, all air travel tickets funded by USAID must be booked on U.S. flag air carriers, to the extent that service by such carriers is available. This includes tickets booked on code-shared flights as long as the ticket is issued on the U.S. carrier. 

It is contractors general policy to purchase refundable tickets, because per USAID regulations, fees associated with changing or canceling tickets are not reimbursable. Should partners decide to purchase non-refundable tickets or tickets with penalties, USAID bears no responsibility for fees associated with any subsequent changes or cancellations, and USAID will not reimburse partnerships for such fees. 

Please confirm the dates of travel with all participants before submitting a confirmation form. Final itineraries should be prepared no fewer than 21 days before departure in order to take advantage of reduced airfares.

USAID will not reimburse for personal travel in conjunction with an USAID trip. Travelers are required to pay in advance any incremental costs for airline tickets, hotel accommodations and other expenses incurred in conjunction with personal travel.

It is general USAID policy that employees and contractors, as well as sub-recipients and participants (trainees), who use commercial air carriers for domestic and international travel on official business use Economy Class airline accommodations.

A traveler may opt for Business Class in lieu of a rest stop on scheduled flights in excess of 14 hours (including scheduled stopovers of less than 8 hours) on a usually traveled route. It is USAID policy that Business Class air accommodations, for travel in excess of 14 hours, must be justified by urgency of mission, which shows that the traveler must be ready to conduct business without the benefit of obtaining a rest stop. Business Class air may be permitted only with approval from and authorization by contract administrator. Circumstances justifying the use of Business Class air accommodations are limited to the following: Economy Class air accommodations not available; no space available in Economy Class air accommodations; travel by an person with a disability; inadequate foreign carrier Economy Class air accommodations; security or exceptional circumstances; overall cost savings; use of frequent traveler benefits; and acceptance of payment from non-Federal source.

Exceptions To allow the use of First Class air accommodations require a written justification from the traveler, and may only be approved by the program administrator. The justification must clearly state the reasons for the use of First Class air accommodations. When circumstances beyond the control of the traveler while en route (e.g., schedule changes, grounding of planes, etc.) require the use of First Class air accommodations, the traveler's certification of these circumstances on the Travel Voucher is sufficient.

Letter of Invitation Most countries require a Letter of Invitation to process visa applications. It is the responsibility of the contractor to obtain an appropriate Letter of Invitation. In most cases such letters can be issued by the NIS partnership institution and should include the purpose of travel, dates of travel, and names, dates of birth and passport numbers of the travelers. (In a very limited number of cases (e.g. for travel to the Moscow region of Russia ) a formal Letter of Invitation from the Ministry of Foreign Affairs is required. In such cases, when the NIS partner is not able to be of assistance, the Program Assistant will work with USAID's regional office to procure the necessary document.) Partners should be aware that certain consulates require travelers to submit their actual passports for visa processing. Others require only a photocopy.

Lodging  Contractor can make lodging arrangements through EWA Travel or through contractor’s regional offices. Many partners prefer to find alternative lodging (homestays, dormitories or hospitality suites in healthcare institutions). USAID encourages partners to maximize the impact of their partnership budget by making such arrangements whenever possible. In the event that NIS or CEE travelers are placed in U.S. hotels, USAID recommends that the U.S. Partnership Representative advise the hotel, in writing, not to offer the following non-reimbursable services in the travelers' rooms: (1) long-distance telephone calls, (2) pay-per-view movies and (3) mini-bar access. USAID will not reimburse Partnerships for expenses related to alcoholic beverages and personal entertainment.

Allowability of Costs  Occasionally, partnership travel may require an overnight stay en route to the final destination. USAID will reimburse Partnerships for expenses related to forced overnight stays and for expenses related to lodging in the approved destination city or cities. USAID will not reimburse Partnerships for extended stays in points other than the destination city or for expenses related to personal travel.

Payment  Hotels in the NIS generally do not require a credit card to guarantee reservations, but hotels used in transit through Europe or in CEE may require some type of guarantee. In this case the program assistant will provide a credit card number for this guarantee. The actual hotel charges should be covered by funds advanced to the subrecipient institution.

Baggage/Excess Baggage On most international flights, each traveler is allowed to check two pieces of baggage, each not exceeding 62 inches in total dimensions and 70 pounds in weight. In addition, each traveler may carry on board two pieces of baggage not exceeding 24"x14"x10" in dimensions and 45 pounds in weight. Lost baggage is not the responsibility of USAID or EWA, and USAID and EWA are generally unable to assist or expedite the retrieval of lost baggage. Lost baggage is not the responsibility of USAID, and USAID is generally unable to assist or expedite the retrieval of lost baggage. For larger quantities of boxes or for materials not directly related to a trip, USAID encourages partners to ship donated equipment and supplies. For information on how to do this, please refer to USAID’s Shipping/Donation Guidelines.

Payment for Excess Baggage  If a member of the delegation is not checking baggage, or is only checking one piece, s/he can check a box of supplies as personal baggage free of charge. This strategy will help reduce costly excess baggage fees. Excess baggage charges are an element of USAID partnership budgets and will be charged to partnership funds. Excess baggage charges vary by destination. They usually range from $100-$175 per bag. There is also a charge of $75 for pre-paying bags. Like other checked baggage, excess baggage that exceeds 62 inches in total dimensions and 70 pounds in weight will cost more.

EWA can pre-pay excess baggage as needed. The Partnership Representative should inform the USAID Program Assistant of any anticipated excess baggage and if desired he or she will work with EWA to prepay it. If the Partnership Representative does not pre-pay excess baggage he or she may use funds advanced to the subrecipient institution to pay for it. Please note that for intra-NIS or CEE travel it is sometimes not possible to pre-pay excess baggage. Travelers should carry sufficient funds to pay for excess baggage on local airlines. They can use funds advanced to the subrecipient institution for these expenses.

Customs Clearance  Any electronic equipment (medical equipment, professional video equipment, computers) or pharmaceuticals carried or shipped into the NIS or CEE may require special documentation from the government in order to avoid taxes, tariffs, or unnecessary delays in customs. Contractor staff in Washington, DC and in the Regional Offices are available as a resource and can provide Partnerships with information on current regulations. It is the responsibility of the U.S. and NIS or CEE Partnership Representatives to contact the appropriate NIS or CEE Customs Authorities for clearance.

The contractor is responsible for holding a pre-departure briefing with all U.S. travelers.  The NIS/CEE Partnership Representative should conduct a similar briefing for NIS/CEE travelers to the US . The main objective of this briefing is to inform the travelers of the specific purpose of their trip, to explain how their trip fits into the overall goals of the partnership as defined by the Workplan, and to familiarize the travelers with USAID’s partnership program and USAID. In addition the US Partnership representative should meet with NIS/CEE travelers upon arrival to review the above and go over the trip agenda.

In the pre-departure briefing, the Partnership Representative should explain the general conditions travelers will face upon arrival. Some points on which the travelers should be advised in particular are: the weather at time of travel; appropriate clothing to be packed; necessary toiletries and basic medications to bring; food that can be expected; food items that travelers might wish to bring, such as bottled water or snacks; and specific cultural information pertaining to the destination country.

Travelers should know whom they will meet in transit and upon arrival at their destination, including partners, USAID staff members and interpreters. They should be acquainted with the emergency medical evacuation service that covers all U.S. travelers and should know about any safety concerns, and whom to contact in case of emergency. They should also be told how much money will be needed for both business and personal expenses. Remember, old money, traveler’s checks, and credit cards are sometimes not accepted in the NIS and CEE.

USAID recommends that US travelers carry only crisp, new bills (i.e. the new $20, $50, $100 bills). The Partnership Representative should provide travelers with certain written documents prior to their departure. These should include background information on USAID’s partnership program and USAID, USAID’s Emergency Contact List, general information on the destination country, Tips for Travel to the NIS , and information about the Partnership Workplan and the specific objective(s) associated with the trip. The Partnership Representative should add any additional information he or she deems helpful.